Proposal Supplement
Example Projects
You should select projects similar to the proposed solution to add to your proposal.
FEMA WAREHOUSE
Key Elements: Warehouse mgt, 500,000 items, diversity of items, label printing, portable scanning.
FileTrail was implemented in March of 2004, in the Map Service Center for FEMA (Federal Emergency
Management Agency), part of the US Department of Homeland Security. The Map Service Center
provides access to digital and physical copies of maps. The physical maps are stored in a large
warehouse, managed by FileTrail software.
The warehouse is responsible for over 500,000 maps and drawings in a variety of sizes ranging from
pamphlet to E size documents (34” x 44”). They range in formats from fan-fold, flat, and rolled, with
some boxed and some stored individually. FileTrail’s flexibility in defining storage locations was key to
accommodating the racking in this warehouse. Shelving to hold boxes of maps is completely different
from the grid shelving holding rolled sets of maps, and different from cabinets with shallow drawers that
hold the large E-size maps.
FileTrail prints all bar code labels to identify shelves, drawers, boxes and maps. Labels are printed to
Zebra TLP printers.
The Map Service Center places requests for maps or documents through FileTrail. In the warehouse,
employees utilize FileTrail request fulfillment, and its Pull List and Delivery List reports to streamline
processing. Some maps are originals and are copied when requested, while others are present in many
copies and are given or lent to requestors.
Warehouse employees use the portable SmartMobile to store maps to a specific location. For example,
pamphlet maps are scanned into a box, which is scanned to a specific shelf, while E-size flat maps are
scanned to the specific flat drawer. In this way, the exact location of each map is known.
In early 2011, the warehouse upgraded their SmartMobile platform from the legacy PPT 2800 devices to
the Motorola MC3190.
See http://filetrail.com/FT_News/NewsItem.asp?ID=36 for more information.
GE TITLE
Key Elements: Label printing, 2,000,000 items, multiple system integrations.
GE Title implemented FileTrail in their Title Services Center in Southern California in August of 2009.
FileTrail was selected in a public RFP process because of the configurability and integration tools. The
system is currently tracking two million title documents.
Transaction volume can range from several hundred to over two thousand on any day. New titles are
bar coded as they are received. These bar codes are used for tracking in and out, and for transfers from
person to person as the title documents move through various processes such as research, replacement,
return to owner, etc.
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Proposal Supplement
Example Projects
GE provides title services to auto lenders and insurers. They must respond to requests for return of title
documents, respond to internal requests for retrieval of title documents, pursue title documents for
new business, and pursue replacement of title documents when lender or borrower information has
changed.
The environment is highly integrated to combine systems which automate customer relationship, letter
production, task management, customer billing, and more. FileTrail has direct integration with Siebel
CRM and IBM FileNet P8. The integrations accomplish a variety of tasks through Web Services and
launch-able pages, most importantly:
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Upstream changes: updates in Siebel are pushed to FileTrail, which FileTrail pushes to P8.
Location tracking: certain updates to location are pushed to Siebel and P8 to trigger processes
in those systems.
Requests: requests placed by customers or internal staff are pushed to FileTrail from various
systems.
Research: location and location history can be dynamically retrieved from FileTrail and
displayed for users of other systems.
BRITISH PETROLEUM
Key Elements: Warehouse mgt, label printing, portable scanning, diversity of items.
British Petroleum’s Gulf Coast Restoration Organization [GCRO] implemented FileTrail for SharePoint in
July of 2011, to track and manage acquisition, retrieval and storage of items in a warehouse operation.
Acquisitions are coming into the warehouse at the rate of 10,000 to 40,000 per month, and are
expected to peak around 500,000 items.
The collection is made up of a variety of environmental samples related to the Deepwater Horizon
disaster. The formats are varied, ranging from vials, bottles, boxes, and drums, and include seawater,
oil, sand, soil, animal carcasses, and more. The facility contains a variety of shelving structures, as well
as coolers and freezers.
All major physical item handling processes are managed using FileTrail tools within the SharePoint
interface. The lifecycle of these items begins with intake of new samples, which requires printing labels
with text and a barcode on label stock that is appropriate to the media of the sample.
FileTrail tracks the location of each new sample as it is assigned to storage in the warehouse. Staff use
FileTrail’s SmartMobile – a portable platform with a color touchscreen, wireless connectivity, and a bar
code scanner – to assign location during storage, retrieval or transfer. The item’s chain of custody is
logged, and expanded as the item is retrieved for sampling and returned to its shelf location.
Samples are frequently pulled to retrieve a sub-sample for litigation or study by research organizations.
FileTrail’s request and fulfillment tools manage the process, ensuring efficient handling by staff and
accuracy in both sampling and shipping of the samples.
See http://filetrail.com/FT_News/NewsItem.asp?ID=128 for more information.
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Proposal Supplement
Example Projects
US DEPARTMENT OF JUSTICE
Key Elements: SharePoint, label printing, portable scanning, multiple sites.
The US Department of Justice (DoJ) has contracted with FileTrail for a solution to span 60 court locations
across the US and the Board of Immigration Appeals (BIA).
In recent years, the court’s annual caseload has grown to 360,000 cases. BIA has used an internallydeveloped tracking system for many years, while the 60 court locations have had no case file tracking
automation. The court conducted a search to find vendors, explore costs and make a buy/build
decision.
FileTrail provide a number of unique advantages:
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FileTrail’s COTS pricing made it an easy choice over costly custom development.
FileTrail was unique in its ability to provide a highly configurable tracking solution.
FileTrail demonstrated domain expertise through its local implementations in Montgomery,
Fairfax, and Prince George’s counties.
The FileTrail solution is very expandable and offers many additional capabilities which the court
may adopt as they see the need.
The FileTrail solution will be implemented in four locations initially. The solution will be rolled out to
1,500 users and all 61 locations once final changes are made to processes, documentation, and
configuration.
FileTrail will replace the legacy system completely, integrating with the case management system and
replicating the existing labeling for case files and other media. In addition, DoJ is gaining the ability to
use portable scanners.
VENTURA COUNTY DUI PROGRAM
Key Elements: RFID at exits, integration.
The County of Ventura, California, implemented FileTrail RFID in December of 2011, to track and
manage case files. Tracking is automated utilizing RFID SmartSensors in the offices of each of their 20
counselors and 4 additional staff. The location of case files are automatically updated by the sensors as
each file arrives in an office. In addition, SmartSensors in the file room automatically check-in case files
as they are returned to be re-filed.
The Web Services API from FileTrail has helped minimize the impact of change on staff. The agency’s
technical staff were able to easily add a call to FileTrail from their case management system. As a result,
counselors see the tracking data on the case management screen without needing to leave the system
or even know that FileTrail exists.
The agency also prevented loss using FileTrail’s SmartAlarm to prevent unauthorized removal of case
files at three exits. If a case file approaches the exits a local light/alarm is activated and an email is sent
to administrators. A light/siren is also activated a supervisor’s office.
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Proposal Supplement
Example Projects
COURTS & PROSECUTOR, CHATHAM COUNTY, GEORGIA
Key Elements: RFID, 150+ read points, integration, portable scanning, multiple agencies and sites.
Seven Courts and the District Attorney implemented a FileTrail RFID Solution covering all floors of two
buildings in Savannah, Georgia. Case file tracking was automated with RFID at over 150 locations in
2009. A second phase in 2010 added 20 more locations in the District Attorney’s office. These locations
comprised of clerks’ cubicles, chambers, offices, doorways and other points in the normal file flow.
Integration with their case management system downloads new and updated case data in near real
time. The Juvenile department uses FileTrail to print color coded end tab labels for new case files. An
RFID Alarm at the entrance to Probate ensures that publicly-accessible records are not removed from
the department. A portable RFID SmartMobile is used by each agency to locate missing files. In 2010, a
critical file for an appeal of a Capital Case was found by the Chief Deputy DA using the SmartMobile just
hours before an impending dismissal. The file had been dropped in the back of a Coat Closet where no
one would ever have searched for it manually.
CIRCUIT COURT, FAIRFAX COUNTY, VIRGINIA
Key Factors: Bar Code and RFID mixed, 100+ read points, portable scanning, diverse set of items.
The Circuit Courts implemented a FileTrail RFID Solution in August of 2010, covering all divisions, to track
and manage Case-related materials with RFID. FileTrail SmartSensors at over 80 locations automatically
track File Folders, Transcripts, Depositions and Exhibits. Locations of items are automatically updated as
they move among judges’ chambers, law clerks, return locations, doorways and other points in the
normal workflow.
Integration with their mainframe system synchronizes case data in real time. This streamlines the
commissioning process in which an RFID tag is assigned to items. FileTrail’s copy-and-paste tool and
next-volume tool provide one-click creation of new items, without data entry.
FileTrail’s Calendar Management tool leverages calendar data from their mainframe system to product
location-based Pull for Calendar and Deliver Calendar reports that reduce the labor used in the process
and ensure timely delivery to the courts.
FileTrail’s innovative Multi-ID architecture accommodates the concurrent use of Bar Code and RFID
technology, and even multiple values of each. This has proved critical in environments where RFID is not
practical. For example, case files pulled for law clerks are placed in mail slots too small to accommodate
RFID - a bar code scanner is used to scan the slot and all the files placed there, ensuring that the files are
tracked at every movement.
FileTrail streamlines check-out in areas not covered by SmartSensors. The FileTrail ScanStation allows
staff to place collected items on the table, present their security badge, then walk away. The
ScanStation function uses a SmartPad to identify all the items and check them out to the user, without
requiring the user to touch a keyboard or mouse.
The solution was recently expanded with 20+ read points to track Criminal Evidence and archival item
stored in a vault, including the Last Will of George Washington. Evidence is easily checked-out,
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Proposal Supplement
Example Projects
leveraging staff security badges. FileTrail SmartAlarms sound if evidence or archival materials are
removed without authorized check out.
"Over the last few years our workload has increased at the same time we have been reducing staff due
to the economic downturn. We have been experiencing decreased productivity due to the amount of
time staff devotes to locating missing files. We selected FileTrail based upon their proven experience in
court environments and the successful implementation of the RFID technology in several neighboring
courts." – John T. Frey, Clerk of the Court, Circuit Court, Fairfax County, Virginia
See the Webinar featuring IT Manager, Andrew Kassick, at:
http://filetrail.com/FT_Video/Video_Gallery.asp?Video=5
CIRCUIT COURT, MONTGOMERY COUNTY, MARYLAND
Key Factors: Bar Code / RFID mixed, integration, 200,000 items, RFID at exits, 170+ read points.
The Circuit Courts selected FileTrail in a public RFP process, and implemented the FileTrail RFID Solution
in March of 2009. The solution replaced a bar code tracking system that had been in use for over 20
years, and covers all divisions in two buildings, tracking and managing case files with RFID.
FileTrail SmartSensors at over 170 locations automatically track case files as they move among judges’
chambers, law clerks, work tables, public counters, doorways and other points in the normal workflow.
SmartSensors at exit doors prevent unauthorized removal of case files by sending alert emails.
Integration synchronizes case data in real time as each new case is entered in their HP mainframe
system. Pre-printed folder labels with a bar code are used to assign the case number and associate the
RFID value to the folder. FileTrail’s next-volume tool provide one-click creation of secondary volumes
without data entry.
FileTrail’s Calendar Management tool leverages calendar data from their mainframe system to product
location-based Pull for Calendar and Deliver Calendar reports that reduce the labor used in the process
and ensure timely delivery to the courts.
FileTrail’s multi-ID architecture accommodates the concurrent use of Bar Code and RFID technology.
This has allowed the Court to leverage existing bar coding equipment in low-volume and low-priority
areas.
“We operate with less effort and fewer disruptions because RFID is automatically tracking the files as
they move.” – Loretta E Knight, Clerk of the Court, Circuit Court, Montgomery County, MD
Read the case study at: http://filetrail.com/FT_Collateral/Vertical%20Markets/Justice%20%20Montgomery%20County%20Case%20Study.pdf
OFFICE OF THE CHIEF MEDICAL EXAMINER, MARYLAND
Key Elements: RFID, diverse set of items, innovative use of RFID.
The Office of the Chief Medical Examiner in Baltimore, Maryland implemented a FileTrail RFID Solution
covering several floors in their building in 2011. Case file tracking is automated with RFID sensors above
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Proposal Supplement
Example Projects
the drop-ceiling at 28 locations. Case file locations are updated as they move among clerks’ cubicles,
elevator lobbies, and key transition areas.
The system has recently been expended to track cadavers in and out of refrigeration. The legacy
process of manually logging these activities was done to calculate organ transplant viability. However,
the failure to record a single log entry resulted in the loss of all organs. The new RFID-enabled process
reliably logs the time, increasing the number of organs harvested for transplant and saving lives.
Future plans include covering additional locations with RFID sensor, adding sensors, tracking the
movement of staff with wearable RFID badges, and using FileTrail’s metal-mountable asset tags to
automatically track surgical carts and surgical equipment.
See http://filetrail.com/FT_News/NewsItem.asp?ID=121 for more information.
MONTEREY COUNTY COURTS, CA
Key Factors: RFID, RFID at exits, diverse set of items tracked.
The Superior Court in Monterey County, California, implemented FileTrail RFID in its city of Monterey
location in 2010. The initial motivation to see a solution like FileTrail was the change-over to ipads.
There was a great concern about theft of these devices by members of the public. Today, RFID sensors
at the building exits sound and send alerts if an iPad approaches the exit. Guards can stop people at
staffed exits. At unstaffed exits the video system is used to identify anyone who might steal an iPad.
The solution was quickly expanded to include tracking of Exhibits and tracking and auditing Furniture.
Every year the State of California requires an audit of Court assets from every county. With FileTrail RFID
the Court can complete their audits with 85% less labor using the portable SmartMobile. In addition,
the Detector feature on the SmartMobile helps locate critical items like using a metal detector, reducing
search time by as much as 90%.
The court is currently implementing a similar system in their Salinas location. A future phase will
implement the solution in a third location, and the next phase will extend the solution to case file
tracking and calendar management.
CIRCUIT COURT, PRINCE GEORGE’S COUNTY, MARYLAND
Key Elements: RFID, 260+ read points, integration, portable SmartMobile.
The Circuit Courts selected FileTrail in a public RFP process in 2006, and has expanded the solution with
4 subsequent phases. Phases 5 and 6 are already planned and funded and will increase the number of
RFID read points to over 325.
The solution currently covers several divisions including Juvenile, Criminal, Civil, Adoptions, and Family,
with over 260 read points in two buildings. Locations covered by RFID tracking are comprised of judges’
chambers, law clerks offices, clerk’s cubicles, work tables, returns locations, public counters, doorways
and other points in the normal file flow.
The FileTrail solution is integrated with their Oracle-based ACS case management system. New and
updated case data is received into FileTrail in near real time, while calendar data is updated nightly.
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Proposal Supplement
Example Projects
FileTrail’s Calendar Management tool leverages calendar data from the case management system to
product location-based Pull for Calendar and Deliver Calendar reports that reduce the labor used in the
process and increase reliability of timely pull.
Locating files for court has always been a labor-consuming, but critical process. The court has four
portable SmartMobile readers, allowing staff to locate misplaced case files in one-tenth of the time.
See the Webinar featuring Presiding Judge William D Missouri (retired) at:
http://filetrail.com/FT_Video/Video_Gallery.asp?Video=5
SUPERIOR COURTS, STANISLAUS COUNTY, CALIFORNIA
Key Elements: RFID, 90+ read points, integration, portable SmartMobile.
The Superior Court of Stanislaus County, California, implemented a FileTrail RFID Solution in 2007. The
solution covers Civil, Criminal, and Juvenile divisions. Case file tracking is automated with RFID at over 90
locations, comprised of clerks’ cubicles, courtrooms, chambers, offices, and other points. Integration
with their Oracle-based case management system downloads new and updated case data on a nightly
basis. Locating files for court has always been a labor-consuming, but critical process. The court has
several portable SmartMobile readers, allowing staff to locate misplaced case files in one-tenth of the
time.
See the video produced by the State of California at:
http://filetrail.com/FT_Video/Video_Gallery.asp?Video=3
COURTS, ST. CHARLES COUNTY, MISSOURI
Key Elements: RFID, 110 read points, integration, portable SmartMobile.
The Courts of St. Charles County, Missouri, have completed Phases I, II and III of a FileTrail RFID Solution
for Civil, Criminal, and Juvenile divisions in 2007, 2008, and 2009. Case file tracking is automated with
RFID at 110 locations, comprised of clerks’ cubicles, courtrooms, chambers, offices, and other points.
Integration with their case management system downloads new and updated case data on a real-time
basis. A portable RFID SmartMobile tracker helps hunt for missing files.
Read the Case Study at: http://filetrail.com/FT_Collateral/Vertical%20Markets/Justice%20%20St%20Charles%20County%20Case%20Study.pdf
COURTS, WILLIAMSON COUNTY, TEXAS
Key Elements: RFID, integration, portable SmartMobile.
The Courts of Williamson County, Texas, has completed Phases I and II of a FileTrail RFID Solution. Case
file tracking is automated with RFID at over 20 locations. The Courts began with only a portable
SmartMobile in 2008, to prove the technology. Integration with their case management system
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Proposal Supplement
Example Projects
downloads new and updated case data on a nightly basis. A portable RFID SmartMobile tracker helps
hunt for missing files, reducing search time dramatically.
“We used to spend many hours each day searching for case files. The RFID FileDetector sees files from
more than six feet away, allowing us to sweep courtrooms, chambers and cubicles and find critical case
files quickly.” – Nancy Rister, County Clerk, Williamson County, Texas
Read the Case Study at: http://filetrail.com/FT_Collateral/Vertical%20Markets/Justice%20%20Williamson%20County%20Case%20Study.pdf
OFFICE OF THE CHIEF MEDICAL EXAMINER, VIRGINIA
Key Elements: RFID, integration, portable SmartMobile.
The Office of the Chief Medical Examiner in Virginia selected FileTrail RFID after a public RFP. FileTrail
was selected for depth of experience, ease of use, and quality of references, despite not being the
lowest bidder. The solution works in 4 offices throughout the state. In each office case files are tracked
passively by RFID sensors above the drop-ceiling at key locations. Integration with the case
management system brings down new case data in near real-time. Each office has an RFID SmartMobile
for auditing and locating misplaced case files.
See http://filetrail.com/FT_News/NewsItem.asp?ID=126 for more information.
PAULDING COUNTY COURTS, GEORGIA
Key Elements: RFID Tracking Kit, portable SmartMobile.
The courts in Paulding County Courts selected a FileTrail RFID Tracking Kit in 2010. A portable RFID
SmartMobile tracker helps hunt for missing files, reducing search time dramatically. They are currently
expanding their solution to include automatic tracking at 20 locations using RFID SmartSensors.
See http://filetrail.com/FT_News/NewsItem.asp?ID=108 for more information.
CHEROKEE COUNTY COURTS, GEORGIA
Key Elements: RFID Tracking Kit, portable SmartMobile.
The courts in Cherokee County implemented a FileTrail RFID Tracking Kit in 2008. Integration with their
case management system brings down new and updated case date nightly into FileTrail. A portable RFID
SmartMobile tracker helps hunt for missing files, reducing search time dramatically.
See http://filetrail.com/FT_News/NewsItem.asp?ID=85 for more information.
FORSYTHE COUNTY COURTS, GEORGIA
Key Elements: RFID Tracking Kit, portable SmartMobile.
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Proposal Supplement
Example Projects
The courts in Forsythe County implemented a FileTrail RFID Tracking Kit in 2011. Integration with their
case management system brings down new and updated case date nightly into FileTrail. A portable RFID
SmartMobile tracker helps hunt for missing files, reducing search time dramatically.
See http://filetrail.com/FT_News/NewsItem.asp?ID=103 for more information.
FULTON COUNTY DISTRICT ATTORNEY
Key Elements: RFID, integration, portable SmartMobile.
The District Attorney in Fulton County, Georgia, implemented FileTrail RFID to track case files across six
departments in 2009. RFID SmartPads streamline check-in and check-out for clerks, while RFID sensors
at 20+ locations automatically record the location as files arrive. FileTrail has streamlined the process of
boxing and archiving old case files, cutting the labor in the process by up to 50%, and eliminating the
buildup of over 500 storage boxes in the hallways. FileTrail is integrated with their case management
system to load new and updated case data near real-time.
QUICKEN LOANS
Key Elements: Label printing, portable scanning, integration, 7,000,000 items.
Quicken Loans implemented FileTrail to track and manage loan applications in its service center in 2004.
At the height of the market the firm was averaging over 1,000 new loan applications per day. By the end
of 2010 FileTrail was tracking over seven million items.
Each new loan application is immediately labeled when it is received. A bar code label is printed from
FileTrail using Zebra TLP 2824 printers. No data entry is required, as the basic data needed for labeling
and tracking is synchronized into FileTrail from the loan application system days before the paperwork
arrives from the applicant.
Once bar coded, the loan documents are tracked by FileTrail every step of the way. In this type of
environment speed is the utmost importance, and FileTrail worked to make processes and tasks simple.
Staff at PC workstations use a direct-connect bar code scanner to quickly move applications to the next
step in FileTrail by scanning the destination and all the document bar codes. Staff that do not have a PC
workstation use the portable FTMini to scan documents into bins or boxes or carts for transporting.
One of the busiest areas of the operation is scanning. Todd Horner, Director of Document Management,
oversees a team of employees that scan the image of every document once it has aged to a certain
point. The documents pass through a dozen separate steps in a 3 or 4 day period, with each step being
recorded in FileTrail, and reported in FileTrail Activity Reports.
The final step at Quicken Loan was to track the documents into a bar coded box, and transmit the
completed boxes to off-site storage. The location of stored documents – particularly notes and deeds –
is still important as they must be retrieved for litigation, bankruptcy, REO, and pay-offs.
See http://filetrail.com/FT_News/NewsItem.asp?ID=31 for more information.
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Proposal Supplement
Example Projects
QATAR PUBLIC PROSECUTION, DOHA, QATAR
Key Factors: RFID, 400+ read points, Arabic language, integration, label printing, portable scanning.
The Office of Public Prosecution [QPP] implemented a FileTrail RFID solution in September of 2011. The
solution leverages FileTrail’s localization layer, using both English and Arabic.
FileTrail automates case file tracking using FileTrail’s SmartOffice Technology. FileTrail Smart Sensors at
97 locations automatically track case files as they move. FileTrail SmartAlarms at 7 exits prevent
removal of case files from the building, alerting staff with light, siren and email alerts.
The integration with P8 was developed by QPP development staff using FileTrail's Web Services API and
a few custom scripts. FileTrail provided support for the integration development which was much more
cost-effective for QPP, as they already had developers on-staff who knew their applications. The
integration synchronizes new case data into FileTrail and presents item details, current location, and
location history to P8 users. It also provides automation of requesting.
The agency has been so pleased with the system that they are in the process of expanding the solution
to six additional remote offices, adding 150 RFID Readers and 420 SmartSensors for automatic tracking
and Remote SmartAlarms to echo the light/siren to remote security desks.
See http://filetrail.com/FT_News/NewsItem.asp?ID=124 for more information.
AN GARDA SÍOCHÁNA, IRELAND
Key Elements: RFID at exits, portable SmartMobile.
The Irish National Police implemented FileTrail RFID in 2008, to track and manage 70,000 case files. An
RFID SmartAlarm prevents removal of case files from the facility that have not been properly checked
out. The Detector feature of the portable RFID SmartMobile help streamline audits and locate mis-filed
files.
See http://filetrail.com/FT_News/NewsItem.asp?ID=72 for more information.
RCMP, VANCOUVER, CANADA
Key Elements: RFID, Asset tracking, portable SmartMobile.
The Royal Canadian Mounted Police (RCMP) implemented a FileTrail RFID solution in 2011 to track and
manage the department's equipment. With no automation it was difficult to keep track of the many
different types of equipment. As a result a lot of time was wasted searching and items would go
missing.
The FileTrail RFID solution provides the RCMP with a searchable inventory of assets such as cameras,
keys, laptops, phones, vehicles, weapons and medical items. The locations of these items are easily
tracked using RFID technology, and missing items found with the Detector feature on the portable
SmartMobile.
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Proposal Supplement
Example Projects
In addition to saving time, the FileTrail RFID solution has increased accountability by providing an
unalterable chain of custody. The system documents who has checked out an item and when that action
was completed.
Because of the success of the solution, RCMP is working towards expanding the system to track their
growing volume of case files.
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